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We are excited to announce the launch of updated product names, logos, and headers within our user interfaces as part of the CivicPlus® Solution Rebranding initiative. These changes mark the first step toward creating a cohesive and seamless user experience across all solutions in our portfolio. As part of this transition, users may notice minor design updates. While the functionality you rely on remains unchanged, we are in the process of updating screenshots and other resources on our Help Centers to reflect the new branding. We appreciate your patience and understanding as we work to complete these updates.

Approve or Deny Pending Reservations

  • Updated:

The Pending Rentals module is a dedicated view for rentals pending admin approval. This article will show you how to view and approve/deny pending reservations. 

 

 

Important Notes

  • Administrators making reservations (public or internal) do not need to be declined or approved under the pending rentals section of the facilities module.
  • The balance is put on the account at the end of the reservation, but no permit is generated until after the reservation is approved for public users or non-admin staff.
  • Once the rental is approved the balance stays, the permit is generated, the calendar is reserved, and the customer can pay the balance due.
  • Once the rental is declined - the balance is removed, the transaction is removed, and the calendar is cleared.
  • If a request is part of a recurring reservation, when one reservation is declined then all reservations will be declined. Once the reservation is adjusted, add a note in the notes section that it has been declined. You will then need to delete the declined reservations from the calendar

 

Instructions

  1. Navigate to Facilities > Pending Rentals
    pending rentals
  2. If needed, create a Date Range to filter for Pending Reservations
    date range
  3. Select the Approve/Decline (checkmark) button next to the desired reservation
    approve decline
  4. Review and make any adjustments to the Reservation Info
    review reservation
    • Email Permit to User: Check to send the permit via email to the user
    • Email Receipt to User: Send the receipt for the reservation to the user
      • Note: Email permits and receipts are limited in size to a 7MB email.
    • Invoice User: Check to send an invoice for the balance due
    • Event Title: Add a title for the event, if known
    • Status: If needed, select N/A, Confirmed, On Hold, Pending, Reserved, or Tentative
    • Add Notes to Permit: Enter any notes for internal staff or the user
  5. Select Approve Reservation or Decline Reservation
    approve or decline
    • Note: If Approved, the reservation will now display on the Facilities Calendar and the user can pay their balance.
    • Note: If Declined, the user will receive an email notification similar to the following:
      declined reservation

 

Resources 

Comments

Let us know what was helpful or not helpful about the article.

3 comments

Date Votes
  • Jodi Reimold

    what if after the permit is approved they never pay?  that has become an issue of late.  Please advise next steps regarding a balance due.

    0
  • John P. Yanes

    Is there a workflow option?

    0
  • Jered Hoover

    Yes, this has become an issue here as well. They make reservation, we approve their PENDING REQUEST, it goes on calendar, they never pay, but staff shows up to open/manage rental. Needs to be a way to remove rental if not paid in 'X' number of days prior to rental date/time.

    0

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